Receptionist

Gardens of Westbrooke; Florida; On-site; USD 26,000 - 34,000; Full time

Job summary

Gardens of Westbrooke is seeking an attentive receptionist to provide clerical support in a healthcare setting. You will answer phones, route inquiries, greet visitors, and maintain resident files while upholding HIPAA and confidentiality standards.

The role includes handling mail, basic HR tasks, scheduling, and general office duties to ensure smooth facility operations. A warm, professional demeanor is essential.

Qualifications

• Must possess a minimum 12th grade education or its equivalent.
• Must have at least 2 months of clerical experience or completed a secretarial program.
• Must possess and maintain an “Eligible” ACHA Background Screening status.
• Must be able to read, write, speak, and understand English.
• Must be able to type a minimum of 30 words per minute and operate a computer.
• Must have working knowledge of computers and software and be able to effectively use a 10-key calculator.
• Must know HIPAA Privacy practices and how to protect resident information.
• Must present a cheerful personality and work harmoniously with others.

Responsibilities

• Answer telephones, determine nature of call and direct caller to appropriate individual or department.
• Receive requests from within facility and locate personnel through paging system.
• Receive inquiries and release information in accordance with policies and procedures.
• Greet visitors and direct to appropriate office and/or resident room.
• Maintain confidentiality of all resident and facility information.
• Receive, and distribute mail; prepare outgoing mail (FEDEX and USPS).
• Assist with administrative duties (typing, filing).
• Assist with HR functions as needed.

Skills

Typing 30 wpm

Communication skills

English proficiency

Computer literacy

Education

High school diploma or equivalent

Tools

Multi-line telephone system

Copy machine

Fax machine

10-key calculator

Job description

The primary purpose of your job position is to perform clerical support in an efficient manner in accordance with established procedures, and as directed by your superior.

Delegation of Authority

As the receptionist, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Duties and Responsibilities Administrative Functions

Operate paging/telephone system as required.

Answer telephones, determine nature of call and direct caller to appropriate individual or department.

Receive requests from within facility and locate personnel through paging system.

Receive inquires and release information in accordance with established policies and procedures.

Maintain a current file/listing of residents by name and room number, emergency phone numbers of on-call personnel, department extensions, key personnel, etc.

Greet visitors and direct to appropriate office and/or resident room.

Give directions/information to visitors, guests, residents, sales representatives, etc. in accordance with established polices and procedures and ensure that they sign in and out.

Offer beverages to visitors waiting for administrative personnel, as available and appropriate.

Monitor presence and location of sales representatives and other outside service providers in the facility.

Ensure guest/visitors abide by existing rules and refuse admission to persons as directed.

Notify your supervisor or Administrator of any problems with visitors, sale representatives, other service providers, etc. immediately.

Assist with administrative duties as directed. (Includes typing, filing, etc.)

Receive, and distribute mail.

Prepare out going mail to include, but not limited to, FEDEX and USPS

Maintain the confidentiality of all resident and facility information.

Prepare resident identification arm band and door tags.

Assist with human resource functions, as needed.

Know the emergency and disaster procedures of the facility and be able to implement these procedures.

Receive payments on accounts and issue receipts of same.

May be required to provide funds from resident trust accounts and, issue receipts and maintain documentation.

Schedule hair appointments/services and maintain a log of appointments and services, as necessary.

Other related duties and responsibilities that may become necessary or appropriate.

Staff Development

Attend and participate in in-service educational classes and on-the-job training programs as directed.

Attends and participates in continuing educational programs.

Create and maintain an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment throughout the facility.

Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and blood borne pathogens standard.

Safety and Sanitation

Follow all established safety procedures and precautions when operating office equipment.

Report equipment malfunctions or breakdowns to your supervisor as soon as possible.

Follow established regulations governing the use of labels and MSDSs for hazardous chemicals within the department.

Follow established ergonomics policies and procedures governing lifting techniques, repetitive tasks, and the use of safety equipment and supplies to prevent work-related injuries and illness.

Report all unsafe/hazardous conditions to your supervisor immediately.

Equipment and Supply Functions

Ensure administrative supplies have been replenished in work areas as necessary.

Use office supplies in an efficient manner to avoid waste.

Request repairs for office equipment as necessary.

Ensure that work/assignment areas are neat, clean, and office equipment is covered before leaving such areas on breaks, end of work day, etc.

Resident Rights

Maintain confidentiality of all resident information to assure resident rights are protected.

Knock before entering a resident's room.

Ensure that resident's rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are followed.

Working Conditions

Works in office areas as well as throughout the facility and its premises. Moves intermittently during working hours.

Is subject to frequent interruptions.

Is subject to hostile and emotionally upset residents, family members, visitors, etc.

Works beyond normal working hours, weekends and holidays, and on other shifts as necessary.

Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post- disaster, etc.).

Communicates with nursing and other departments.

Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

Is subject to pressure from multiple/emergency calls.

Follow established hand washing procedures

Is subject to exposure to infectious waste, diseases, conditions, etc., including TB, AIDS and Hepatitis B viruses.

May be subject to the handling of and exposure to hazardous chemicals.

Education Requirements

Must possess, as a minimum a 12 th grade education or its equivalent.

Experience

Must have at least 2 months(s) experience in a clerical position, or successfully completed a secretarial science program from an accredited school/college.

Specific Requirements

Must possess and maintain an “Eligible” ACHA Background Screening status

Must be able to read, write, speak, and understand the English language.

Must possess the ability to make independent decisions when circumstances warrant such action and to remain calm during emergency situations.

Must possess the ability to deal tactfully with personnel, residents, family members, visitors, and the general public.

Must be knowledgeable of administrative practices, procedures, and guidelines.

Must be knowledgeable of HIPAA Privacy practices and procedure and guidelines for ensuring the confidentiality of resident information

Must possess a cheerful personality and be able to work harmoniously with other personnel.

Must possess the ability to minimize waste of supplies, misuse of equipment, etc. Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.

Must be able to follow writing and oral instructions.

Must be able to type a minimum of 30 words per minute and operate a computer.

Must have a working knowledge of computers and software. Must be able to effectively use a 10-key calculator.

Must be able to operate copy machine, fax machine, and multi-line telephone system.

Must be able to assist the Business Office Manager, as required.

Must have working knowledge and understanding of regulations that govern the Long Term Care Facilities.

Must treat all residents, employees and visitors with respect and dignity.

Must know and protect all residents' rights.

Must maintain the quality of service as required by the facility.

Must have a genuine interest and concern for working with the elderly.

Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

Must be able to move intermittently throughout the work day.

Must be able to speak and write the English language in an understandable manner.

Must be able to cope with the mental and emotional stress of the position.

Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.

Must function independently, have flexibility, personal integrity, and the ability to work effectively with residents, personnel.

Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.

Must have a pleasant speaking voice.

Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility.

Must be able to push, pull, move, &/or lift a minimum of 35 lbs. to a minimum height of

5 fl & be able to push, pull, move, &/or carry such weight a minimum of 450 ft.

May be necessary to assist in the evacuation of residents during emergency situations

Westbrooke Manor is an Equal Opportunity /
All qualified applicants will receive consideration for employment without regard to disability, race, color, veteran status, religion, sex, or national origin.